Terms of Reference (ToR) for Update and review Local Disaster and Climate Resilience Plan (LDCRP)

Terms of Reference (ToR) 

Update and review Local Disaster and Climate Resilience Plan (LDCRP)

1. Background

Himalaya Conservation Group Nepal is a non-governmental, non-profit organization dedicated to promote Himalayan environment conservation from local to regional level through field studies, research works, and implementation and advocacy of safe and sustainable development approaches focusing primarily on disaster and climate change framework, geo-disaster management framework, and research-based technology framework.

HCGN in partnership with Oxfam Nepal as Lead and RDC and KVS as Implementing partner received a three-year Grant from EU to contribute to enhance CSOs roles as key development partners for climate resilient policies and practices that is aimed to improve climate governance by strengthening Civil Society Organizations (CSOs), ensuring the accountability of local government and enabling partnership for inclusive, and climate-sensitive actions.The project works towards improving climate governance by strengthening Civil Society Organizations (CSOs), ensuring the accountability of local government and enabling partnership for inclusive, and climate-sensitive action. The project has set three major outcomes from the project focusing on women, youth, PWDs, marginalized group, engagement.

Local units have the authority and responsibility to design and execute plans including issues on disaster risk reduction/management and climate change. However, capacity challenges at the local levels exist for the effective management of the disaster. Local government should strengthen the capacity of technical, financial, and necessities to mobilize their funds and resources for disaster risk reduction (DRR) and climate change adaptation (CCA) as both are critical for development. For this, Local Disaster and Climate Resilient Plan (LDCRP) of the municipality is needed for disaster management and building climate resilient communities by assessing the local risks, hazards and undertaking vulnerability and risk assessment within the Palika.

2. Project Working Areas

Out of 77 districts in Nepal, the targeted districts of Province 2, Saptari ranks high risk while Rautahat falls under moderate risk in combined multiple climate risks, exposure and vulnerabilities (Nepal Climate Vulnerability Profile, Government of Nepal)

The project has been working with vulnerable communities in four rural/municipalities of province 2:

1. Tirhut Rural Municipality and Kanchanrup Municipality of Saptari District
2. Chandrapur and Brindaban Municipalities of Rautahat District

3. Scope of Work:

The broader objective of this work is to support municipal government to revise and update Local Disaster and Climate Resilient Plan (LDCRP).

Specifically, the study aims to do the following:

• Review and study the existing LDCRPs prepared by HCGN for four rural/municipalities
• Conduct municipal and ward - level consultation workshop to get updates on the priorly prepared LDCRPs
• Finalize and update the Local Disaster and Climate Resilience Plan (LDCRP)of the municipalities for climate resilient plan and policies incorporating the comments and suggestions.

4. RESPONSIBILITIES AND DELIVERABLES OF CONSULTANTS/SCOPE OF WORK

4.1. Responsibilities:

• Update progress of study on regular basis to HCGNand other partners as appropriate.
• Conduct workshop plan and related documents.
• Present major LDCRP highlights to municipal representatives and collect feedbacks.
• Prepare final Local Disaster and Climate Resilience Plan (LDCRP)incorporating feedbacks and suggestions and submission of final report (a compiled version of the report - both hard copy and electronic version in word format (Romanised nepali font)in Nepali language to submit within the contract period.

4.2. Deliverables:

The consultant is liable for following deliverables during service period:

• Conduct 4 workshops on prepared LDCRP
• Final Local Disaster and Climate Resilience PlanLDCRPs in Nepali (four reports, one for each rural/municipality)

5. DURATION

Work is expected to start by 15 August 2022 and conclude by 15 September 2022 (with final deliverables). The Consultant may be an individual or firm.

6. CONSULTANT QUALIFICATIONS AND EXPERTISE

The consultant shall provide and manage following professional to accomplish the proposed assignment. It is expected that the consultants will propose their required person-months to carry out the task as per the Terms of Reference.

7. REPORTING LINE MANAGER

The consulting firm will work closely with the Advocacy and Influencing Coordinator from Himalaya Conservation Group (HCGN) Nepal and Technical Coordinator, Climate change and Disaster Risk Management Expert from Oxfam.

8. FEES

8.1 Detail of costs with number of days and schedule, to be submitted from consultant.

8.2 HCGNwill cover workshop costs including food for participants, venue.

8.3 The budget for this assignment will be as per the procurement policy of organization and tax will be deducted as per the government policy of Nepal.

9. PAYMENT MODALITY

The payment will be made in two installments.

• 20 % at the time of agreement singing as mobilization advance.
• 50% after completion of the workshop and submission of draft LDCRPs.
  
• 30% after the completion of final report

10. FOR SUBMISSION

The potential and interested consultant/firm must submit short technical and financial proposal showing their interest to update LDCRP in Tirhut Rural Municipality and Kanchanrup Municipality from Saptari District and Chandrapur Municipality and Brindaban Municipality of Rautahat District, of Province-2 of Nepal. Following documents are expected to receive as technical and financial proposition within 15 days of date of announcement.

• CVs of individual consultant or team members (in case of firm)
• Company registration documents (in case of firm)
• Technical proposal
• Financial proposal
• Cover letter expressing interest

It is expected that the applicant has read well and understood the Objective, Scope of Work,and requirements for proposal submission.

The technical and financial proposal should beemailed with subject line: “Update and review Local Disaster and Climate Resilient Plan (LDCRP)”.

The Technical Proposal and the Financial Proposal files MUST BE COMPLETELY SEPARATE. The financial proposal shall be encrypted with different passwords and clearly labelled. The files must be sent to the dedicated email address specified. The password for opening the Financial Proposal should be provided only upon request of HCGN. HCGN will request password only from bidders whose Technical Proposal has been found to be technically responsive. Failure to provide correct password may result in the proposal being rejected.

Proposals may be submitted on or before Saturday 13 August 2022 via email, to HCGN Procurement Unit: procurementhcg@gmail.com.

11. Evaluation Criteria:

Firm/companies will be evaluated based on following criteria: The weight for technical portion of the proposal will be 70% and financial 30%. The key factors stated below will be taken in consideration during the evaluation process

• Previous work experiences in the relevant areas
• Methodological/technical aspects of carrying out the study 
• Technical expertise of the team members/ consultant in DRR and Climate Change
• Financial aspects (consultant fees, breakdown of costs etc.)